Hope Community Resources, Inc.

  • Anchorage: Administrative Specialist

    Job ID
    2018-2576
    Job Locations
    US-AK-Anchorage
    Type
    Regular Full-Time
    Compensation Min
    USD $16.83/Hr.
    Compensation Max
    USD $19.78/Hr.
  • Salary/Compensation

    Pay Grade 6

    Overview

    The Administrative Specialist is responsible for providing advanced clerical and administrative support to Hope’s programmatic and managerial teams in a wide variety of capacities, including person, department, and region specific arenas. The Administrative Specialist provides training, assistance, and support to the front desk staff. This position completes detailed work including data entry; scheduling; and organizing, arranging and coordinating activities, while assuring effective communication and dissemination of information. This position explains complex processes in an easy to understand manner to diverse audiences. This position requires a high degree of accuracy, organization and attention to detail in preparation and completion of varied tasks, including prioritizing duties with respect to their urgency and relative importance.

    Responsibilities

    1. Completes a broad spectrum of clerical duties for programmatic and managerial teams. Independently troubleshoots and trains personnel in administrative and clerical capacities.
    2. Manages complex administrative workflow processes, collaborates and coordinates with multi-department teams and makes recommendations for process improvements when applicable.
    3. Functions as a lead customer service representative for the Agency to the general public and provides excellent customer service for clientele.
    4. Supports the customer service function by facilitating person to person communication; utilizing telephone, video teleconference and associated technology; trains personnel with associated equipment and tasks as needed.
    5. Provides assistance with data entry and database management oriented tasks accurately and in a timely manner.
    6. Creates, transcribes, edits, photo copies, scans, and distributes department materials
    7. Reconciles and quality assures census and demographic data on a statewide level.
    8. Ensures all information, including data and narrative reports, related to Base Grants and Mental Health Services meet Agency and State standards prior to transmittal through quality assurance and reconciliation processes.
    9. Receives and routes correspondence, telephone communications and other information in a timely manner and obtains appropriate signatures on documents as required.
    10. Ensures mailing equipment is in good working order to include the postage meter and folding machine. Troubleshoots, trains staff, and processes billing on this equipment. Provides reception area coverage as needed.
    11. Performs scheduling, coordinating, and direct oversight and management of organizational meetings and events. Maintains confidentiality and appropriate levels of discretion pertinent to subject matter handled.
    12. Assists in scheduling and arranging appointments, interviews, and meetings for the Executive Management team. Notifies participants, reserves meeting locations, and prepares and distributes minutes, as directed. Collaborates with the Program teams and Support Networks to provide information regarding training compliance and evaluations. Assists the team to ensure timely response for these mission critical items.

    Qualifications

    Education

    • Associate degree required. Experience in lieu of education may be accepted on a two for one basis.

    Experience

    • Two years of progressively responsible office experience required. Additional education may be accepted in lieu of experience.

    Other

    • Possesses a valid Alaska driver’s license and has at least three years of driving experience (may include permit time).
    • Meets State and Agency requirements for passing a criminal background check upon hire and as required thereafter.
    • Lifts 25 pounds from a squat and kneel position on the floor.
    • Works at a desk/computer workstation for a minimum of six hours per day.
    • Obtains a tuberculin clearance at time of employment and annually thereafter.

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